Workday@OK Newsletter: Feb. 7, 2025

Oklahoma Office of Management and Enterprise Services sent this bulletin at 02/07/2025 02:30 PM CST

Feb. 7, 2025

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Save the date
Release management
Reports and integrations
Announcements and updates
Flex work arrangements coming soon
Training and helpful tips
Workday@OK Learning tip

Save the date

Workday@OK February release

Wednesday, Feb. 12.
Release items included in this newsletter.

Workday@OK COE Office Hours: Using Workday@OK Learning

Join the Workday@OK Center of Excellence, OMES Instructional Design Manager Chrystal Hedges and OMES Instructional Designer Madalyn Ball for a virtual session.

Topics include:

My Learning page.
How to browse learning content.
Mass and single enrollment.
FAQs and more.

Please forward this message to anyone in your agency who would benefit from attending.

When: Feb. 13 from 10-11 a.m.
Where: Enroll through Workday@OK prior to Feb. 13 to avoid login issues on the morning of the session. If you’ve joined a previous session, you may need to select View Course Again then select Retake Course and it will allow you to enroll in the Feb. 13 offering.

We look forward to collaborating with you and answering your questions!

Release management

Feb. 12 release items:

Title	Category	Description
334744 Exit survey configuration (only applicable to pilot agencies).	HCM	Adding a new exit survey to trigger upon termination that captures meaningful data surrounding the worker's employee experience. Will be used to consistently evaluate the employee life cycle.
335169 New hire onboarding 30-day survey (only applicable to pilot agencies).	HCM	Adding a new new-hire survey to trigger 30 days post-hire that captures meaningful data surrounding the new-hire experience. Will be used to consistently evaluate the process.
336743 New review document step for disciplinary actions.	Talent	Update to include two new documents on the Disciplinary Action business process that route to the employee for review but do not require signatures or acknowledgement, so employees can be presented with options for the Civil Service Division Employee Rights and Complaint Petition.
337039 Update flex work arrangement business process to align with EO.	HCM	Update to the Request Flexible Work Arrangement business process so that it aligns with the Executive Order 2024-29 return to office.
337895 Assign roles business process update.	Security	Update to remove the central security admin approval if roles impacted are not HR specialist, HR partner, HR executive or security partner.
339703 Notification to recruiter & hiring manager when job posting closes.	Recruiting	Adding a notification in Workday@OK when a position is no longer posted that sends a notification to the hiring manager and recruiter to better track job postings.
326384 Add "Last day worked" and "Reason for leaving previous agency" to the change job business process.	HCM	Adding fields to track actual last day worked and reason for leaving previous agency on transferring employees so this data is tracked when an employee transfers to a new agency.
339856 Change Job workflow optimization.	HCM	Updating the Change Job workflow so the process is streamlined and optimized for agencies, with no bottlenecks at one step.
323347 Add a new biweekly part-time schedule.	Payroll	A new part-time work schedule (PT - M-F 4 WWA) will be added for the ability to enter leave hours and work hours on any day for any amount for a maximum of 40 hours for a work week (only for biweekly agencies). When using this schedule, employees must be hourly and, if needed, use intermittent FMLA leave.
329670 Remove payroll effect from disaster relief leave of absence (LOA).	Payroll	Updating Disaster LOA to have no payroll effect so that employees working while on LOA entitlement will still get compensation allowances, and corrections will not be required to add them back. Note: This will only affect LOAs entered after the release date.
334586 Create cover one, cover all validation rule.	Benefits	Adding a validation to enforce the cover one, cover all rule so that employees cannot inadvertently leave dependents without coverage.
334587 New temporary employee (999) audit report.	Benefits	Adding a new report so that benefits partners and employee supervisors are notified in Workday@OK when their part-time employees are close to working 999 hours each calendar year.
334595 Move enforced leave from balances to the absence app.	Absence	Move the enforced leave balance from the absence tab of the worker profile to the absence app so an employee can accurately tell how much leave they have available to use.
334598 Grandmanagers (manager's manager) are now exempt from the timesheet lockout.	Time tracking	Updating so that grandmanagers (manager's manager) are now exempt from the timesheet lockout.
339784 Auto-cancel benefit events in-progress > 90 days.	Benefits	Updating change benefit events so they are automatically cancelled if in-progress for longer than 90 days to clean up tasks and prevent other critical staffing event hold ups.
339818 Remove ineligible future time off entries.	Absence	Updating the Termination business process so that Workday@OK will automatically remove time-off entries after an employee's termination date.

Reports and integrations

INT035 Financials Budget Data

As a reminder, INT035c_Pay_Groups_Inbound is scheduled to run daily, based on pay groups, to pull in the PeopleSoft Financials (PSFS) data for all agencies with employees in the pay group. The integration is for both project and non-project agencies. The process is scheduled daily, Sunday-Friday, from 7 p.m. to 7:30 a.m. Agencies should not run the INT035a process during this time frame. If the INT035c is processing and the INT035a is kicked off, both processes will error out and every agency in the processes will not have their budget data populated in Workday@OK.

Once INT035c successfully runs, all agencies with employees in the pay group will have their budget information updated in Workday@OK. This relieves agencies from having to run an INT035a unless a change is made in PSFS to their budget data or if processing with prior-year funding. If budget changes are made in PSFS, the agency will still have the ability and can launch the INT035a integration for the updated budget information to correctly reflect on the Workday@OK budget report. If the payroll includes prior fiscal year funding, the INT035a process must be run for that specific fiscal year.

Agency finance personnel should continue comparing the budget report to the PSFS Allotment Budget and Available Cash (ABC) report. If you find the amount available on the budget report does not match the ABC report, this could indicate the INT035c process did not complete successfully and we are monitoring timings of this process to adjust if needed. Agencies should then run the INT035a process to pull in the budget data to Workday@OK.

Announcements and updates

Flex work arrangements coming soon

Agency leaders and HR professionals,

Effective Feb. 13, all state employees are encouraged to complete a flex work arrangement in Workday@OK. This feature is designed to streamline the process for agencies to comply with the reporting requirements established by Executive Order 2024-29. The workflow will replace any paper telework approvals and tracking, simplifying the quarterly reporting process.

The flex work arrangement can be completed in two ways:

Announcement to all employees on Feb. 13: The Workday@OK team will post an announcement within Workday@OK to your employees, prompting them to launch their flex work arrangement.
Employee self-enrollment: In addition to the announcement, employees may navigate to the Request Flexible Work Arrangement task by following the instructions in the Flex Work Arrangement User Guide.

The Workday@OK team has provided a few tools for you to monitor your agency’s participation:

A tab on the worker profile under Job > Flexible Work Arrangements to monitor arrangements for that individual.
A report, RPT00401 - Flexible Work Arrangements, to populate a list of all workers and their flexible work arrangements. Note: Arrangements will only show on this report once they have been completed.

Employees should complete their flex work arrangement as soon as possible. Executive Order 2024-29 requires agencies to submit remote or hybrid workforce composition reports to OMES on a quarterly basis, beginning March 31.

Training and helpful tips

Workday@OK Learning tip

Find a course you’d like to take later? Want to bookmark a course with resources you want to find quickly? Select Save on a course and use the My Library page to come back to it when you’re ready. This creates quick access to courses you’ve saved for later or want to reference.

Workday@OK Learning: Save course screenshot

Screenshot of course in Workday@OK Learning.

Navigate to course of your choice and select Save to add it to your library.

Workday@OK Learning: My Library screenshot

Screenshot of Workday@OK Learning menu My Library option.

Select My Library from the Learning menu to view courses saved for later.

Need Workday@OK support?
Submit an inquiry through ServiceNow.

For more updates and information:
Visit the Workday@OK webpage.

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